Serve as the first point of contact for facilities operational support requests. This involves liaising with landlords, contractors, employees and other stakeholders regarding maintenance issues, repairs and facilities requests
Log new requests, assess the nature of the issue and prioritise tasks based on urgency.
Do regular floor walks to identify Planned Preventive Maintenance (PPM) activities and ensure calls are logged accurately.
Schedule all Planned Preventive Maintenance (PPM) activities and ensure calls are logged accurately.
Assign work orders to the maintenance team or external vendors (e.g. Electricians, plumbers) and monitor progress.
Provide timely and clear communication updates to stakeholders on work order status and resolution timelines.
Conduct Audit checks of calls closed and inspect completed work, signing off job cards when standards are met.
Ensure all calls logged are closed within SLA.
Vendor and Landlord Management:
Assisting with managing vendor and landlord relationships, tracking Service Level Agreements (SLAs) and quality service delivery.
Escalate property and landlord related matters to Facilities Manager and liaise with the landlord representative for resolution and provide needed support to resolve the issue.
Requesting quotes for contractor/Vendor repairs and operational equipment following the Delegation of Authority for approval.
Oversee the performance of soft services, including cleaning, landscaping, pest control, security, catering services, internal plants and reception.
Schedule Soft Services planned preventive maintenance (PPM) activities and log on Zdesk
Negotiate discounted rates for external parking facilities and maintain agreements
Monitor and assess the quality of services of contractors to ensure they meet required Service Level Standards (SLA's)
Address service failures and implement corrective actions promptly
Conduct regular inspections of facilities to check cleanliness, safety and compliance.
Client and Stakeholder liaison
Serve as a point of contact for clients and internal departments and/or stakeholders, addressing requests and concerns.
Provide regular feedback on service delivery and operational performance.
Coordinate meeting room set up including the arrangement of furniture and AV equipment
Coordinate catering arrangements for internal meetings
Health and Safety Compliance
Ensure all soft services comply with relevant health, safety, and legislative requirements
Maintain accurate OHS documentation and follow up on outstanding checklists.
Log reported compliance and governance issues as received from Health and Safety representatives, assess the nature of the issue and prioritise tasks based on urgency.
Conduct regular floor walks to identify Planned Preventive Maintenance (PPM) activities and ensure calls are logged accurately.
Coordinate staff parking allocations and maintain accurate records.
Fleet Coordination
Schedule and allocate vehicles to staff or departments, ensuring optimal utilisation
Plan routes for efficiency and cost savings.
Arrange regular servicing and inspections; track and manage repairs.
Track fuel usage, reconcile fuel cards, and generate reports on mileage, fuel consumption, and maintenance costs.
Ensure compliance with legal requirements (licenses, roadworthy certificates).
Maintain accurate records of insurance, registration, and permits.
Generate reports on mileage, fuel consumption, and maintenance costs.
Assign drivers, verify licenses, and communicate schedules.
Handle accident reports, insurance claims, and escalate to the facilities manager for the implementation of corrective action where applicable.
Coordinate purchase or lease of new vehicles and disposal of old ones.
Enforce fleet policies and educate staff on safe driving and vehicle care.
Administration and Reporting
Maintain accurate records of documentation, compliance reports and certificates.
Extract and compile reports for security, cleaning and catering services.
Extracting Data from Z.desk and summarise reports for management.
Upload OHS documents to the shared drive and ensure timely follow-up on all outstanding checklists.
Adhoc
Assist at Reception when required
Assist with Project requests when required
Support in tasks as requested from Facilities Manager
Minimum requirements
Grade 12 / Matric or equivalent - Essential
Tertiary qualification in relevant discipline - advantageous
Certifications in Facilities Management - advantageous
Minimum 3 years of experience in Facilities Soft Services and/or Help desk coordination.
Knowledge of facilities management and fleet operations applicable
Proven experience in Helpdesk systems
In-depth understanding of Vendor management
Skills
Ms Office Proficiency - (Word, Excel, PowerPoint and Outlook)
Communication skills - Ability to engage effectively with management and employees at all levels.
Negotiation Skills - Capable of securing favorable terms with vendors and service providers for cost efficiency.
Facilities Management Systems - Proficient in using tools Helpdesk systems
Scheduling & Coordination - Skilled in planning preventive maintenance and coordinating work orders with internal teams and vendors
Vendor Management - Ability to manage contractor performance and ensure compliance with SLAs and contractual obligations.
Fleet Management - Skilled in scheduling, tracking, and reporting on vehicle allocation, maintenance, and compliance.
Events coordination- Skilled in organising meeting setups, catering arrangements, and AV equipment for internal meetings.
Competencies
Administrative Accuracy - Maintains precise documentation, certificates, and compliance records for all soft services and fleet operations.
Customer Service Orientation - Maintains a helpful and courteous approach when assisting staff and visitors.
Data Analysis & Reporting - Extracts and summarizes operational data to provide actionable insights for management.
Health & Safety Knowledge - Understands legislative requirements and ensures compliance across all soft services and fleet operations.
Problem-Solving - Quickly identifies service issues and implements effective corrective actions to maintain operational standards.
Attention to Detail - Ensures accuracy in inspections, compliance documentation, and service quality checks.
Adaptability - Responds effectively to changing priorities and unexpected challenges in service delivery.
Collaboration - Works seamlessly with internal teams, external vendors, and management to achieve operational goals.
Time Management - Prioritizes tasks and allocates time effectively to meet deadlines and service level agreements.